Employee Handbook

Employee Handbook  A How-to-do-it TEMPLATE For Public Libraries Created September, 2002 Assembled and edited by the former Southwest Library System (SLS)About This Manual This manual has been assembled using information from many sources. It’s aimed at Public Library Districts, but could apply to other entities. It’s intended that you use it as a guide, not verbatim, as each of you will have different considerations in forming your policies. However, if a sample suits you as it is, feel free to use it. Each sample includes its source so that you can judge its credibility. Because laws differ from state to state, we strongly recommend that you have your lawyer review any changes that you make to your policies. Some sections include more than one sample and some sections include suggestions [ in bold italics ] that you should remove when customizing the sample for your own use. For an overview of the theory behind Employee Handbooks, read Business - Creating an Effective Employee Handbook at: http://www.sbaonline.sba.gov/gopher/Business-Development/SuccessSeries/Vol10/handbook.txt To see an example of a complete Employee Handbook, look at the sample at HrVillage.com (http://www.hrvillage.com/PandP/all.htm) In general:  Use friendly, conversational language as opposed to language that sounds contractual.  Keep it brief and only cover key issues that concern the majority of employees.  Date the handbook and keep it up-to-date.  Have employees sign an acknowledgment that they have read the handbook.  Seek legal advice and review.  Don’t include policies that you cannot state clearly and without ambiguities.  Don’t include policies unless you plan to follow them rigorously.  Don’t include details that are likely to change.  Don’t include procedures for supervisors, especially hiring, probationary, discipline, evaluation, promotion, or firing procedures.  9/11/2008 SWRLSS - TEMPLATE - Employee Handbook 2 “Your Name” Public Library District Employee Handbook “Insert Month and Year” Source: LRI Management Services, Inc. http://www.lrims.com/sampledisclaimer.html 9/11/2008 SWRLSS - TEMPLATE - Employee Handbook 3 AT-WILL EMPLOYMENT SAMPLE DISLCAIMER The following is a sample disclaimer from an employee handbook. It is important to remember that laws and regulations vary from state to state, so this and any other language (whether included in a handbook, policy manual, application or other document) should be carefully reviewed by competent labor counsel prior to being used. This handbook does not constitute a contract for employment for any period of time but merely sets forth policies and procedures in effect on the date it was issued. This handbook may be amended from time to time without prior notice to employees. Additional policies and procedures specific to particular job classifications may be added as needed. Both the Company and an employee have the right to terminate the employment relationship at anytime, with or without cause or notice. Please understand that no supervisor, manager, or representative of the Company other than the President, has the authority to enter into any agreement with you for employment for any specified period of time or to make any promises or commitments contrary to the foregoing. Further, any employment agreement entered into by the President will not be enforceable unless it is in writing. Source: Employee Handbook Introduction (for Wachusett Regional School District) http://www.wrsd.net/employeehandbookintroduction.htm INTRODUCTION A Message From The Superintendent On behalf of the Wachusett Regional School Committee, the members of the Administrative Team and your fellow employees, I am pleased to welcome you to the District and to wish you success with your employment here. I hope that you will enjoy all the satisfaction that comes from a career in public education. This handbook was developed to describe some of the expectations the District has for its employees, and to outline the policies, programs, and benefits that are available to 9/11/2008 SWRLSS - TEMPLATE - Employee Handbook 4 eligible employees. You should familiarize yourself with the contents of the Employee Handbook as soon as possible, for it will answer most questions you may have about employment with the District. We believe that an employee contributes directly to the District's ability to provide the best education possible to the children we serve. We hope that you will take pride in being a member of our team and that your experience with the District will be challenging, enjoyable, and rewarding. Again, welcome! Very truly yours, Alfred D. Tutela, Ph.D. Superintendent of Schools . TABLE OF CONTENTS Disclaimer Introduction / Welcome SECTION 1 – EMPLOYMENT PRACTICES Equal Employment Opportunity Sexual and Other Harassment Employee Categories Termination of Employment Safety/Reporting of Injury/Workers Compensation Weather/Emergency Closings SECTION 2 – BENEFITS Group Insurance Retirement Plan Short-term Disability SECTION 3 – TIME OFF Holidays Vacation Sick Days Leave of Absence Funeral Leave Military Leave Jury Duty Voting SECTION 4 - PAY PRACTICES Hours of Work 9/11/2008 SWRLSS - TEMPLATE - Employee Handbook 5 Time Reporting / Attendance Dates of Paydays Travel & Business Expenses SECTION 5 - CONDUCT Grievance / Problem Solving Smoking Dress Code Confidential Information E-Mail Anti-Violence Drugs and Alcohol ACKNOWLEDGMENT OF RECEIPT [ underlined items are necessary components of an Employee Handbook ]Source: Montgomery Work-Life Alliance http://www.worklifemontgomery.org/fairemp4.html#policy EQUAL EMPLOYMENT OPPORTUNITY POLICY STATEMENT {Your Company} provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, amnesty, or status as a Vietnam-era or special disabled veteran in accordance with applicable federal, state and local laws. {Your Company} complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. {Your Company} expressly prohibits any form of unlawful employee harassment based on race, color, religion, gender, sexual orientation, national origin, age, disability, or veteran status. Improper interference with the ability to {your Company's} employees to perform their expected job duties is absolutely not tolerated. COMPLAINT PROCEDURE Each member of management is responsible for creating an atmosphere free of discrimination. Further, employees are responsible for respecting the rights of their coworkers. If you experience any job-related discrimination or harassment based on your race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, amnesty, or status as a Vietnam-era or special disabled veteran, or if you believe you have been treated in a unlawful, discriminatory manner or have been unlawfully harassed, promptly report the incident to your supervisor. If you believe it would be inappropriate to discuss the matter with your supervisor, report it directly to the head of your Department or the head of the Office of Human Resources. Once made aware of your complaint, {your Company} is committed to commence an 9/11/2008 SWRLSS - TEMPLATE - Employee Handbook 6 immediate, thorough investigation of the allegations. Your complaint will be kept confidential to the maximum extent possible. If, at the completion of the investigation, {your Company} determines that an employee is guilty of discriminatory or harassing behavior, appropriate disciplinary action will be taken against the offending employee. {Your Company} prohibits any form of retaliation against any employee for filing a bona fide complaint under this policy or for assisting in the complaint investigation. However, if, after investigating any complaint of unlawful discrimination, {your Company} determines that an employee intentionally provided false information regarding the complaint, disciplinary action may be taken against the one who gave the false information. Source: Employment Law Information Center http://www.elinfonet.com/pickedpol/144.html SEXUAL AND OTHER HARASSMENT [COMPANY] prohibits sexual harassment of its employees and applicants for employment by any [COMPANY] employee or applicant. Such conduct may result in disciplinary action up to and including discharge. This policy covers all employees. The [COMPANY] will not tolerate, condone or allow sexual harassment, whether engaged in by fellow employees, supervisors, associates, clients or other non-employees who conduct business with the [COMPANY]. Sexual harassment is any behavior that includes unwelcome sexual advances and other verbal or physical conduct of a sexual nature when: • submission to, or rejection of, such conduct is used as the basis for promotions or other employment decisions; • the conduct unreasonably interferes with an individual's job performance or creates an intimidating, hostile or offensive work environment. [COMPANY] employees are entitled to work in an environment free from sexual harassment and a hostile or offensive working environment. [COMPANY] recognizes sexual harassment as unlawful discrimination, just as conduct that belittles or demeans any individual on the basis of race, religion, national origin, sexual preference, age, disability, or other similar characteristics or circumstances. No manager or supervisor shall threaten or imply that an employee's refusal to submit to sexual advances will adversely affect that person's employment, compensation, advancement, assigned duties, or any other term or condition of employment or career development. Sexual joking, lewd pictures and any conduct that tends to make employees of one gender "sex objects" are prohibited. 9/11/2008 SWRLSS - TEMPLATE - Employee Handbook 7 Employees who have complaints of sexual harassment should (and are encouraged to) report such complaints to their supervisor. If this person is the cause of the offending conduct, the employee may report this matter directly to [specify various officials, (e.g., Director of Human Resources, designated Vice Presidents, President, etc.]. Your complaint will be promptly and thoroughly investigated. Confidentiality of reports and investigations of sexual harassment will be maintained to the greatest extent possible. Any manager, supervisor, or employee who, after appropriate investigation, is found to have engaged in sexual harassment of another employee or tutor will be subject to disciplinary action, up to and including discharge. If any party directly involved in a sexual harassment investigation is dissatisfied with the outcome or resolution, that individual has the right to appeal the decision. The dissatisfied party should submit his or her written comments to [specify official (e.g., Director of Human Resources)]. [COMPANY] will not in any way retaliate against any individual who makes a report of sexual harassment nor permit any employee to do so. Retaliation is a serious violation of this sexual harassment policy and should be reported immediately. Any person found to have retaliated against another individual for reporting sexual harassment will be subject to appropriate disciplinary action, up to and including termination. Source: Employment Law Information Center http://www.elinfonet.com/policies/eecateg2_pol.php EMPLOYEE CATEGORIES The company categorizes employees in the following categories: Regular Full-Time Employees: An employee who is regularly scheduled to work [specify minimum number of hours that employee has to work during work week (e.g., 35 hours)] per week. Full time employees are considered eligible for all employee benefits. Regular Part-Time Employees: An employee who is regularly scheduled to work [specify minimum number of hours that employee has to work during work week (e.g., 20 hours)] per week. Unless otherwise specified or as required by law, regular part-time employees are not eligible for employee benefits. Temporary Employees: An employee who is hired for a temporary period, generally less than six (6) months. Temporary employees should have no expectation of continued or regular employment and cannot become a regular employee unless such an offer of regular employment has been made to the employee. Unless otherwise specified or as required by law, temporary employees are not eligible for employee benefits. 9/11/2008 SWRLSS - TEMPLATE - Employee Handbook 8 Non-Exempt and Exempt Employees: The federal Fair Labor Standards Act classifies employees as either non-exempt or exempt for the purpose of minimum wage and overtime requirements. Under federal law, non-exempt employees are entitled to minimum wage and, if they work more than 40 hours in a work week, overtime. Your job duties determine whether you are exempt or non-exempt. Generally, hourly employees are non-exempt employees and salaried employees, such as administrators, executives and professionals, are exempt. Source: HrVillage.com http://www.hrvillage.com/PandP/all.htm TERMINATION Employees who voluntarily resign from the Company are asked to provide at least two weeks advance notice of their resignation. This notice should be in writing and should briefly state the reason for leaving and the anticipated last day of work. If a terminating employee is eligible for any incentive compensation, bonus, and/or awards, they must be actively employed on the date the compensation, bonus or awards are presented or paid, in order to receive the compensation, bonus or award. ______________________________________________________________________ Source: SBA Online Women’s Business Center http://www.onlinewbc.gov/docs/manage/hrpol_wkc.html WORKER'S COMPENSATION Employees who are injured on the job at XYG are covered by Worker's Compensation Insurance. It is your responsibility to immediately notify your immediate supervisor - or in the absence of your supervisor, the next available supervisor - of any injuries you sustain while on the job at XYG. This supervisor will notify your personnel representative. We encourage injured employees to seek immediate medical attention. All medical expenses related to the treatment of an injury, sustained on the job, are paid in full direct to the medical providers. After a specified waiting period, you are also eligible for disability payments set forth by state law, where necessary. The Worker's Compensation plan is administered by a separate insurance company who will be notified by your personnel representative. You will be contacted by a representative of the administering company. Information on the current company 9/11/2008 SWRLSS - TEMPLATE - Employee Handbook 9 administering this plan will be provided to you by your personnel representative and is available on posters displayed in your work area. Additional information on Worker's Compensation Insurance is available through the Personnel office. [ Employers may require immediate reporting of an injury on the job, but in Colorado in order to qualify for Workers Compensation benefits, employees are only required to notify their employer in writing within four days of the injury. ] Source: Montgomery Work-Life Alliance (Family Oriented Personnel Policies section) http://www.worklifemontgomery.org/fopp8a.html WEATHER / EMERGENCY CLOSINGS Supervisors are encouraged to remember that many employees have dependents in school or other dependent care arrangements, where inclement weather (snow) closing policies may not be congruent with (the employer's). Supervisors are asked to be sensitive to this situation as it can result in employees feeling pressured to leave those who need their care and supervision unattended. Whenever possible, requests for leave to attend to dependents during school "snow days" (closings, late openings, and early dismissals) should be favorably considered. The amount of leave granted should be commensurate with the school schedule. For example, if schools are opening two hours late, the employee may need two and a half hours of leave to include travel time after the child or dependent leaves the house; if the schools are closing at noon, the employee may need to leave before noon in order to be home by the time the child arrives. If, under these circumstances, employees offer to "flex" their work schedules, or to work at home to make up the time and work lost, supervisors are encouraged to consider this option. Source: Employment Law Information Network http://www.elinfonet.com/policies/emergclosing_pol.php CLOSINGS DUE TO EMERGENCIES Emergency conditions, such as sever weather and power outages, may cause the company to close temporarily. We will notify you as soon as practicable when such a closing will occur. Employees will not be paid for time that is not actually worked due to an emergency closing. [ Under the Fair Labor Standards Act, employers who deduct pay from exempt employees who are ready to work when work is not available jeopardize the employees’ exempt status. ] 9/11/2008 SWRLSS - TEMPLATE - Employee Handbook 1 0 Source: SBA Online Women’s Business Center http://www.onlinewbc.gov/docs/manage/hrpol_ins.html GROUP INSURANCE XYZ Corporation (The Company) makes health insurance, life insurance and accidental death coverage (group benefits) available to eligible employees (see definitions) and their eligible family members. The Company pays the majority of the premiums for the group benefits, with the employee sharing the balance of the cost. Single and family plans are set at different contribution rates. Long term disability benefits are also offered at no cost to employees. The low cost of these benefits is an important part of each eligible employee's compensation package. Eligible employees may also purchase optional life insurance for spouses and dependents. Eligible employees are all full-time employees who have completed ninety (90) calendar days of employment; and part-time employees who work at least twenty-five (25) regular hours a week and have completed ninety (90) calendar days of employment. Specific details on coverage and benefits are outlined in XYG’s Health Benefit Handbook. It is provided to you during employee orientation. You will also receive authorization forms for all benefits at orientation. Please see your personnel representative if you have not been scheduled for orientation or have not received the Benefit Handbook. [ In general, for all benefits, language in an employee handbook should be carefully reviewed to ensure that it does not promise eligibility which conflicts with the plan requirements. It is best not to spell out the details of each plan, but be sure to indicate where they can receive further information. ]Source: SBA Online Women’s Business Center http://www.onlinewbc.gov/docs/manage/hrpol_ret.html RETIREMENT PLAN XYG employees have the opportunity to participate in a retirement plan which allows employees to save a portion of their compensation for retirement. After one year of service, employees are eligible to participate in the plan. Contributions to this plan are 9/11/2008 SWRLSS - TEMPLATE - Employee Handbook 1 1 pre-tax dollars, which means the amount specified by the employee is taken from his/her salary before federal income is taken out. The employee is then taxed on the remaining salary, resulting in additional savings. It should be noted that any distribution from the 401(k) plan will be subject to tax, whether that be early or qualified distribution. Early distribution may also carry a monetary penalty. See your personnel representative for more details and a copy of the XYG Employee Savings Plan. Contributions by the company are based on the amount contributed by the employee, with XYG matching 30% of the employee's contribution. As with employee contributions, taxes on company contributions and their related earnings, are deferred until distribution from the plan. Company contributions are not fully vested to the employee until after a five year period; employee contributions are fully vested from the time of contribution. Employees are urged to seek advice from a financial expert prior to any distribution from the 401(k) plan. XYG also contributes to the 401(k) for employees participating in this plan.Source: SBA Online Women’s Business Center http://www.onlinewbc.gov/docs/manage/hrpol_std.html SHORT TERM DISABILITY Short-term disability benefits are designed to provide a paycheck to employees during periods of serious illness resulting in total disability. Many companies offer optional long-term disability insurance (often paid by the employee), and short-term disability insurance covers the employee during the "gap" between the two insurance policies. Short term disability (STD) benefits provide income continuation during periods of serious illness resulting in total disability. You are "totally disabled" if you are unable to perform your job due to major illness or accidental bodily injury. XYG employees bear no cost for this plan benefit which provides up to 180 days of short term disability benefits within a twelve-month period. The employee's total disability period must exceed ten (10) consecutive working days to qualify for STD benefits; and all Sick Leave benefits must be exhausted before an employee can request STD benefits. Once the initial ten (10) day waiting period is met, STD benefits will be retroactive to the first unpaid day of absence (if sick leave benefits are exhausted). Regular full-time and regular part-time employees of XYG are eligible for this benefit once they have completed ninety (90) calendar days of service and work at least thirty (30) days per week on a regular basis. Under STD benefits, eligible employees are paid 80% of their normal base salary. This means the employee will be paid based upon your regular rate of pay excluding overtime, bonus, vacation, and any other accrued paid leave or additional compensation. STD benefits may not exceed 80% of your base salary, unless augmented by available accrued vacation. If additional payments from worker's compensation or state disability, while you are on STD benefits, increase your overall benefits to exceed 80%, your STD benefits will be reduced accordingly. 9/11/2008 SWRLSS - TEMPLATE - Employee Handbook 1 2 Group health benefits will continue on the same basis as prior to the onset of STD benefits. STD benefits will be subject to all payroll withholding elections of the employee which were in effect prior to the short term disability. It is important that an employee provide their supervisor with the treating doctor's statement as soon as you know an illness or injury will result in an absence greater than ten (10) days. The doctor's statement must identify the nature of your disability and the date you are expected to be able to return to work. XYG may require a second medical opinion, at its own expense, and periodic re-certifications. If there are discrepancies in the first and second opinions, we may require a third doctor to render a medical opinion. This third doctor will be selected jointly by XYG and the employee, and the third opinion will be binding both on us and the employee. Upon returning to work, you must provide a release, or return to work form, from the doctor treating your illness or injury. Source: SBA Online Women’s Business Center http://www.onlinewbc.gov/docs/manage/hrpol_hol.html HOLIDAYS XYG RECOGNIZES THE FOLLOWING HOLIDAYS: NEW YEARS DAY, GOOD FRIDAY, MEMORIAL DAY, INDEPENDENCE DAY, LABOR DAY, THANKSGIVING, CHRISTMAS AND TWO FLOATING HOLIDAYS. When a holiday falls on a weekend, XYG will designate the Friday preceding or Monday following as the observed holiday at the discretion of The Company. Regular full-time employees are paid eight (8) hours for each holiday, regular part-time employees are paid for holidays based upon the number of hours they are normally scheduled. Temporary employees are not paid for holidays, unless they are specifically requested to work on the designated holiday (see Overtime). The two (2) floating holidays are available to all full-time employees beginning the first of January following the employees first anniversary. Once eligible, the floating holiday are available annually. Floating holidays must be scheduled with, and approved, by your supervisor at least three (3) weeks in advance of the requested date, and may not be taken consecutively. Floating holidays may not be carried forward to be used in the following year. Source: Employment Law Information Network http://www.elinfonet.com/policies/vacation_pol.php VACATION Full-time and part-time employees with benefits are entitled to vacation days in accordance with the table below: Calendar Year of Continuous Employment Vacation Days 9/11/2008 SWRLSS - TEMPLATE - Employee Handbook 1 3 Until first June 1 following date of employment After first June 1 following date of employment through 4 calendar years of employment Over 5 years of employment 1/2 day per month 10 days per year 15 days per year Regular part-time employees with benefits earn vacation on a pro-rata basis. Vacation pay is at your regular rate of pay. Vacation days are accrued but cannot be used during the first six months of employment. Vacation time must be taken in half-day or larger units. In order to encourage you to take your full vacation each calendar year, you will not be able to carry any vacation days over into the following year. We will not pay you for any unused vacation time, either while employed or at the time of termination (see section on Resignations and Terminations for exception). Should a paid holiday fall within your vacation, you will be entitled to an additional day off with pay or the day may be added to your vacation. This decision will be reached by mutual agreement between you and your supervisor. Vacation pay is based on your regular rate of pay. All vacation requests must be made one (1) month in advance by submitting a vacation request form and are subject to approval to assure adequate coverage during your vacation. In determining vacation schedules, three important factors are considered: your preferences, your seniority (in case of conflicting requests) and the needs of (COMPANY). [ Some policies include a “use it or lose it” clause. In Colorado that may not be legal. Vacation earned is considered wages earned and you should not take it away once it has been earned. One way to write a policy is to put a “cap” on the amount of vacation time an employee may earn. The policy could read: “Employees are not eligible to earn any additional vacation once they have reached their “cap,” until they use all or a portion of their earned vacation.” Also remember that vacation earned is considered wages earned, and all wages are due and payable to an employee upon termination.]Source: Employment Law Information Network http://www.elinfonet.com/policies/sick_pol.php SICK DAYS [COMPANY] provides paid sick time. Sick leave may be taken only when an employee is unable to be present for work due to illness. [COMPANY] may request that the employee furnish a doctor's certificate or other reasonable proof when absent for three (3) days or when circumstance warrant, such as situations where questions arise concerning the legitimacy of the absence. Full-time staff employees earn sick time at a rate of 8 hours per month of continuous employment during the calendar year. Part-time staff employees with benefits will earn 9/11/2008 SWRLSS - TEMPLATE - Employee Handbook 1 4 sick-time on a pro-rata basis, with a maximum accrual rate of one (1) day per month. No sick time will be paid during the first six (6) months of employment, but sick time will accrue during this period. You may not accumulate or carry over more than 60 days of sick leave. Employees are not paid for unused sick time, including upon resignation or termination. Time off for sickness taken in less than a full day will be deducted in units of one (1) rounded up to the nearest hour. Source: HrVillage.com http://www.elifonet.com/policies/sick_po1.php SICK DAYS Sick days are provided for illness of the employee, their spouse or children. Employees should use their personal days or vacation days non-illness related time off. All full-time employees will receive sick days according to the following schedule: Employees will be eligible for paid sick days after 6 months of employment. After 6 months of employment, employees will be eligible for one sick day for every two months worked from date of hire, with a maximum of 5 days in their first year of employment. Every succeeding calendar year, employees will be eligible for 5 sick days. Sick days may be accumulated and carried over from year to year to a maximum of 10 days. All other unused sick days by the end of the year is forfeited. Source: Employment Law Information Center http://www.elinfonet.com/policies/loa_pol.php LEAVES OF ABSENCE (Non FMLA) If you are ill, pregnant, or have a disability which extends beyond your accumulated sick leave and have worked for at least one continuous year, you may request a leave of absence without pay of up to ninety (90) days. The leave may be extended beyond ninety (90) days in intervals not exceeding thirty (30) days for up to six (6) months provided you request extensions prior to the expiration of the authorized leave. Leave requests and requests for extensions of leave must be accompanied by a doctor's certificate. To the extent practicable, [COMPANY] will hold your job for you for a maximum of sixty (60) days, after which [COMPANY] will make every effort to offer you the first available similar position. Following any medical leave of absence you must bring in a doctor's report showing you are able to resume your job duties without restriction. If you do not return from a medical leave when scheduled without the agreement of [COMPANY] it will be assumed that you decided not to return to work and have resigned. [COMPANY] reserves the right to grant a personal leave of absence for a compelling reason. 9/11/2008 SWRLSS - TEMPLATE - Employee Handbook 1 5 During the period of leave, the employee will retain his/her previously-earned seniority, vacation and sick time, but no additional benefits shall accrue. Source: HrVillage.com http://www.hrvillage.com/PandP/all.htm LEAVE OF ABSENCE Employees are eligible to apply for an unpaid leave of absence if they have been a regular employee of the Company for at least one year and scheduled to work 20 hours or more a week. The employee’s manager will make a decision on the leave request. The request for leave will be reviewed based on the reason for the request, previous attendance record, previous leave requests and the impact the absence will have on the Company. Authorized leaves for illness or disability begin after employees have exhausted accrued sick leave, vacation and personal holiday time. A personal leave of absence, if granted, begins after vacation and personal holiday time have been used. Human Resources can provide employees with which benefits, in addition to retained seniority, can be continued during the leave. If an employee wishes to continue benefits, it must arranged for directly with Human Resources. If the request for leave of absence for personal reasons, the employee’s manager, with the advice of Human Resources, will decide whether the current position will be held open, or if a position will be made available upon the employees return from leave. Source: SBA Online Women’s Business Center http://www.onlinewbc.gov/docs/manage/hrpol_fnl.html FUNERAL LEAVE XYG allows three (3) days off, with pay, for a death in your immediate family. Immediate family includes parents, spouse, children, brothers, sisters, mother-in-law, father-in-law, grandparents, or grandchildren. You may request up to an additional two (2) days, which must be approved by your immediate supervisor and the department head. If accrued vacation is available, this benefit will be used for the additional two days; otherwise, the additional two days will be unpaid. Funeral leave for death of other than immediate family must be approved by your immediate supervisory and the department head. Absence for such a death is limited to two (2) days and will be unpaid. _____________________________________________________________________ 9/11/2008 SWRLSS - TEMPLATE - Employee Handbook 1 6 Source: Employment Law Information Center http://www.elinfonet.com/policies/military_pol.php MILITARY LEAVE Military leaves are governed by federal and state law, and will be treated in accordance with applicable regulations. Generally, such leaves include National Guard and Reserve duty, and must be granted. Where reasonably possible, employees must give advance notice that he/she will be taking a military leave of absence. [ Military Leave legal requirements are different for public and private employers. ]Source: SBA Online Women’s Business Center http://www.onlinewbc.gov/docs/manage/hrpol_jury.html JURY DUTY We, at XYG, support employees called to fulfill their civic duty to serve jury duty when called. You must provide your immediate supervisor with a copy of your jury summons as immediately, as possible, upon receiving the summons. Your regular salary will continue as before jury duty for each day served, up to 40 hours per week, for a maximum of four (4) weeks. Adequate proof of service must be provided in order to receive your regular salary during your absence for jury duty. When you return to work, you should provide your immediate supervisor with verification from the court of the number of days you served on the jury, and the amount that you were paid per day. If the amount you are compensated by the court, per day, exceeds twenty ($20) dollars per day, your regular pay will be offset by the excess amount. Extenuating circumstances, which would cause this deduction to become a penalty, must be discussed with and approved by your immediate supervisor. If you are released from jury duty with at least four (4) hours remaining in your work day, you should return to work for the remainder of the day. Should extraordinary circumstances exist, at the time of your call to jury duty, which would make your absence severely detrimental to the operation of our company, we reserve the right to contact the court to request that your service be postponed. Source: Illinois Institute of Technology http://www.iit.edu/policies/personnel/c8.htm VOTING 9/11/2008 SWRLSS - TEMPLATE - Employee Handbook 1 7 It is the policy of the university to encourage every employee to exercise his/her civic responsibilities. The following provisions comply with state law regarding election days. In Illinois, the polls are open from 6:00 a.m. to 7:00 p.m. which should allow sufficient time for almost all employees to vote prior to arriving at work or after work. Unusual circumstances may arise, however, where employees will not have adequate time to vote before or after work. In these cases, the following guidelines shall apply to non-union employees:  Non-exempt (hourly) employees wishing to take additional time off from work without pay must provide their supervisor with at least 24 hours advance notice of their intention to do so. Exempt (salaried) employees must likewise give notification, but must be paid for the release time. Supervisors must allow the employee up to a maximum of two (2) hours, either at the start or end of the employee's scheduled workday. The supervisor has the right to specify which part of the workday is authorized in order to provide adequate coverage.  Union employees are governed by the applicable provisions of the appropriate labor agreement. Source: HrVillage.com http://www.hrvillage.com/PandP/all.htm HOURS OF WORK The office is normally open from 8:30 am until 5:00 pm Central time. Certain employees may be assigned to different work schedules and/or shifts outside of normal office hours. If an employee must be outside of the office for non-business related reasons during their normal work schedule, they should inform their manager. _______________________________________________________________________ Source: Human Resources - Illinois Institute of Technology http://www.iit.edu/policies/personnel/d2.htm TIME AND ATTENDANCE REPORTING To comply with federal and state laws and regulations, staff members are required to maintain and submit accurate records of hours and days worked and records of absence. The university provides staff with a Time Report or timecard to complete on a semimonthly or bi-weekly basis. These must be signed by the employee and by the supervisor and returned to Payroll immediately upon the close of the payroll period. 9/11/2008 SWRLSS - TEMPLATE - Employee Handbook 1 8  Record of Hours Worked - Exempt Employees Executive, administrative and professional employees are identified as "exempt" within the federal Fair Labor Standards Act. These salaried personnel are not required to log the daily number of hours worked on the Time Report. As required by federal law, time worked or not worked will be computed for pay purposes only in full days (7: hour increments). Time Report entries are made only for whole days of absence when a pre-designated code is selected to record the reason for the day of absence and the paid or unpaid time off category to which it should be charged. Record of Hours Worked - Non-Exempt Employees All other staff are referred to as "non-exempt" or hourly employees. These personnel must record daily on the Time Report, or by timeclock, the number of hours worked. Time worked or not worked will be computed for pay purposes in 15 minute intervals. For the full-time non-union employee, this is typically a 7: hour day. Union employees are governed by the terms of their respective collective bargaining agreements.  Time missed from a full day of work must be coded in quarter-hour increments as above on the Time Report or timecard to record the reason for absence. Alternatively, with advance supervisory approval, non-union employees may "make up" this missed time during the same calendar week in order to complete the 38: hour workweek. In all cases, the actual number of hours worked each day must be recorded. Falsification of time recording will lead to disciplinary action up to and including discharge. Source: SBA Online Women’s Business Center http://www.onlinewbc.gov/docs/manage/hrpol_at.html ATTENDANCE Employees are expected to arrive at work before they are scheduled to start and be at their work station productively engaged in XYZ business by the scheduled start time. All time off must be requested in advance and submitted in writing, as outlined in the appropriate categories; except sick leave. See Sick Leave and other categories for specific details. XYZ views attendance as one of the most important facets of your job performance review. All unapproved absences will be noted in the employee's personnel file. Excessive absences, including for Sick Leave, will result in disciplinary action, up to and including termination _______________________________________________________________________ Source: Employment Law Information Network http://www.elinfonet.com/policies/payroll_pol.php 9/11/2008 SWRLSS - TEMPLATE - Employee Handbook 1 9 PAYROLL PERIOD and PAYDAY The workweek begins on Monday morning at 9:00 a.m. and ends the following Saturday at 1:00 p.m. You will be paid by check on the 1st and the 15th of each month. If a regular payday falls on a holiday every effort will be made to have paychecks ready for distribution on the day before. ______________________________________________________________________ Source: Employment Law Information Network http://www.elinfonet.com/pickedpol/103.html OVERTIME Non-exempt employees under the Fair Labor Standards Act are eligible for overtime for all hours worked in excess of 40 in any work week. We hope you will comply with any requests to work overtime. All overtime must be approved in advance by [specify official (e.g., your Area Manager)]. Overtime is paid at the rate of one-and-one-half times (1-½x) your regular hourly rate of pay. No lunch, sick, holiday or vacation time is included in calculating overtime. Source: Bessemer Research Group – Work Related Guidelines http://www.bessemersearch.com/hr/policies.html#ExpeReim EXPENSE REIMBURSEMENT You must have your manager's written authorization prior to incurring an expense on behalf of **COMPANY**. To be reimbursed for all authorized expenses, you must submit an expense report/voucher accompanied by receipts and approved by your manager. Please submit your expense report/voucher each week, as you incur authorized reimbursable expenses. If you are asked to conduct company business using your personal vehicle, you will be reimbursed at the rate 32¢ per mile. Please submit this expense on your weekly expense report/voucher. [ avoid exact amount per mile, instead say “at the COMPANY’S current rate per mile ]Source: Employment Law Information Network http://www.elinfonet.com/policies/grieve_pol.php GRIEVANCE PROCEDURE [ PROBLEM SOLVING ] 9/11/2008 SWRLSS - TEMPLATE - Employee Handbook 2 0 Work related problems can arise in any place of employment. We hope individuals will try to reconcile differences on an individual basis. Should this not be possible, to resolve a problem quickly and fairly, [COMPANY] has developed a grievance procedure using the following steps: 1. If you have a problem, notify your supervisor immediately. Most difficulties can be settled promptly at this point. The supervisor shall respond in writing within five (5) days of meeting with you. 2. If the problem is not resolved to your satisfaction you (and a co-worker of your choice, if you wish) may go to [specify official] and verbally explain the problem to him/her; or you may instead submit the problem to him/her in writing. This step should be taken within five (5) working days after your supervisor has given his/her decision or after the incident giving rise to your grievance, whichever is later. If the circumstances require it, the [previously identified official] will conduct an investigation. Following his/her investigation, the [previously identified official] will respond in writing to your grievance. The decision of the [previously identified official] shall be [COMPANY]'s final decision. _____________________________________________________________________ Source: SBA Online Women’s Business Center http://www.onlinewbc.gov/docs/manage/hrpol_smk.html SMOKING XYG endeavors to provide a healthy environment, therefore prohibits any form of tobacco consumed in company buildings. Additionally, no smoking is allowed within ten (10) feet of exterior entranceways. Source: HrVillage.com http://www.hrvillage.com/PandP/all.htm DRESS CODE The Company maintains a business casual working environment. All employees should use discretion in wearing attire that is appropriate for the office and customer interaction. [add – employees are expected to dress neatly and practice good grooming and hygiene. Appropriate attire is determined by your immediate supervisor.] _______________________________________________________________________ 9/11/2008 SWRLSS - TEMPLATE - Employee Handbook 2 1 Source: Southwest Library Services’ Draft Employee Handbook CONFIDENTIAL INFORMATION As an employee of Southwest Library Services, you will have access to confidential information. This means any information that is not generally known to or accessible by the public. We are subject to Colorado Statute 24-90-119 of the Colorado Library Law: Privacy of user records which is fully explained on the Colorado State Library’s web site currently found at http://www.cde.state.co.us/cdelib/liblaw_part1.htm#24-90-119. . Source: Orrickemerging.com http://www.orrickemerging.com/articles/consulting/102.asp SAMPLE E-MAIL POLICY This document sets forth the policy of _____________________ (the "Company") with respect to e-mail. All employees who use the Company’s e-mail system are required to comply with this policy statement. 1. Business Use. The e-mail system is to be used solely for business purposes of the Company and not for personal purposes of the employees. 2. Ownership. All information and messages that are created, sent, received or stored on the Company’s e-mail system is the sole property of the Company. 3. E-mail Review. All e-mail is subject to the right of the Company to monitor, access, read, disclose and use such e-mail without prior notice to the originators and recipients of such e-mail. E-mail may be monitored and read by authorized personnel for the Company for any violations of law, breaches of Company policies, communications harmful to the Company, or for any other reason. 4. Prohibited Content. E-mails may not contain statements or content that are libelous, offensive, harassing, illegal, derogatory, or discriminatory. Foul, inappropriate or offensive messages such as racial, sexual, or religious slurs or jokes are prohibited. Sexually explicit messages or images, cartoons or jokes are prohibited. 5. Security. The e-mail system is only to be used by authorized persons, and an employee must have been issued and e-mail password in order to use the system. Employees shall not disclose their codes or passwords to others and may not use someone else’s code or password without express written authorization from the Company. 6. No Presumption of Privacy. E-mail communications should not be assumed to be private and security cannot be guaranteed. Highly confidential or sensitive information should not be sent through e-mail. 7. Certain Prohibited Activities. Employees may not, without the Company’s express written authorization transmit trade secrets or other confidential, private or proprietary information or materials through e-mail. 8. Message Retention and Creation. Employees should be careful in creating e-mail. Even when a message has been deleted, it may still exist in printed version, be 9/11/2008 SWRLSS - TEMPLATE - Employee Handbook 2 2 recreated from a back-up system, or may have been forwarded to someone else. Please note that appropriate electronic messages may need to be saved. And, the Company may be required to produce e-mail in litigation. 9. Viruses. Any files downloaded from e-mail received from non-Company sources must be scanned with the Company’s virus detection software. Any viruses, tampering or system problems should be immediately reported to [computer systems administrator]. 10. Consequences of Violations. Violations of this policy or other company policies may result in discipline, suspension and even termination of employment. Source: CCH Business Owner’s Toolkit http://www.toolkit.cch.com/tools/violpol.rtf VIOLENCE IN THE WORKPLACE PREVENTION POLICY Zero tolerance This company has a policy of zero tolerance for violence. If you engage in any violence in the workplace, or threaten violence in the workplace, your employment will be terminated immediately for cause. No talk of violence or joking about violence will be tolerated. “Violence" includes physically harming another, shoving, pushing, harassing, intimidating, coercing, brandishing weapons, and threatening or talking of engaging in those activities. It is the intent of this policy to ensure that everyone associated with this business, including employees and customers, never feels threatened by any employee’s actions or conduct. _______________________________________________________________________ Source: HrVillage.com http://www.hrvillage.com/PandP/all.htm DRUGS & ALCOHOL The Company realizes that the misuse of drugs and alcohol impairs employee health and productivity. Drug and alcohol problems result in unsafe working conditions for all employees and customers. The Company is committed to maintaining a productive, safe, and healthy work environment, free of unauthorized drug and alcohol use. Any employee involved in the unlawful use, sale, manufacturing, dispensing or possession of controlled substances, illicit drugs and alcohol on Company premises or work sites, or working under the influence of such substances, will be subject to disciplinary action up to and including dismissal and referral for prosecution. 9/11/2008 SWRLSS - TEMPLATE - Employee Handbook 2 3 In addition, the Company has developed and maintains a comprehensive Drug and Alcohol Policy, which employees may obtain from Human Resources. Source: SBA Online Women’s Business Center http://www.onlinewbc.gov/docs/manage/hrpol_ak.html EMPLOYEE HANDBOOK: ACKNOWLEDGEMENT FORM You should make sure that the employee knows that it is their responsibility to read and understand the company handbook.. The acknowledgment statement should be signed by the employee, within a reasonable time (i.e. two (2) weeks) and returned to the appropriate personnel representative. This employee handbook has been prepared for your information and understanding of the policies, philosophies and practices and benefits of XYZ Corporation. PLEASE READ IT CAREFULLY. Upon completion of your review of this handbook, please sign the statement below, and return to your personnel representative by the due date. A reproduction of this acknowledgment appears at the back of this booklet for your records. I, ____________________, have received and read a copy of the XYZ Corporation Company (The Company) Employee Handbook which outlines the goals. policies, benefits and expectations of The Company, as well as my responsibilities as an employee. I have familiarized myself, at least generally, with the contents of this handbook. By my signature below, I acknowledge, understand, accept and agree to comply with the information contained in Employee Handbook provided to me by The Company. I understand this handbook is not intended to cover every situation which may arise during my employment, but is simply a general guide to the goals, policies, practices. benefits and expectations of The Company. I understand that The Company Employee Handbook is not a contract of employment and should not be deemed as such, and that I am an employee at will. ______________________________________ (Employee signature) Please return by: ______________________ (put date here) 9/11/2008 SWRLSS - TEMPLATE - Employee Handbook 2 4 9/11/2008 SWRLSS - TEMPLATE - Employee Handbook 2 5